Account & Admin Clerk

1. Office Administration: ● Welcome and assist visitors with professionalism and courtesy. ● Answer and direct incoming calls and inquiries to appropriate contacts across the company and its group of companies . ● Handle incoming and outgoing mail and deliveries efficiently across the company and its group of companies. ● Perform various word processing tasks, including drafting correspondence, memos, reports and presentations. ● Maintain office filing and storage systems, both physical and electronic across the company and its group of companies. ● Monitor and replenish office supplies and equipment. ● Follow up with clients, visitors, and vendors via email or phone as needed. ● Coordinate and monitor office maintenance and servicing to uphold a conducive working environment. 2. Administrative Support: ● Schedule and coordinate physical and virtual meetings, appointments and events. ● Arrange logistics for meetings, including room setup, Zoom meeting, calendar invitation, catering, and audiovisual equipment. ● Support government applications and handle related documentation. ● Assist with travel arrangements and accommodations for staff and visitors. 3. Documentation and Correspondence: ● Assist with the filing and e-filing of expenses bills, purchases bills, claim forms, payment proof and other forms. ● Generate and process Purchase Order, Quotation, Invoice, Delivery Order, Official Receipts and Payment Vouchers. ● Check schedule for payment due and send payment proof to respective service provider ● Maintain accurate records and databases, ensuring data integrity and confidentiality. ● Create and maintain spreadsheets and presentations as required. ● Understand and identify the expenses with correct Expenses Type to prepare claim forms by compiling payment voucher, softcopy and hardcopy invoices and receipts. ● Send claim forms and payment proof to the claim person to ensure the amount is correct. ● Obtain invoices through various subscription portals for expenses record-keeping. ● Collaborate with the Company Accountant to address expenses queries and ensure accurate record-keeping. ● Support external provider assessment processes with necessary documentation. 4. Communication and Coordination: ● Foster effective communication within the team to facilitate smooth workflow and coordination. ● Handle inquiries and requests from internal and external parties promptly and professionally. 5. Problem Solving and Initiative: ● Proactively identify and address administrative challenges, proposing process improvements as needed.● Take initiative to complete tasks and follow up on outstanding items.